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4. Volunteer Policies and Procedures

Introduction

What are policies and procedures?

Getting started

What should be included?

Volunteer policy checklist

Introducing new policies and procedures to existing
volunteers

Introduction

The very mention of policies and procedures can give some
managers a headache so let's start by dispelling two myths:
policies and procedures don't have to be complex and wordy and
they don't take forever to write.

Policies and procedures are often about writing down
what you are already doing Make it a manageable task by keeping
it simple and doing it over a period of time. Remember to go
back to it regularly and update it if necessary.

Having a volunteer policy is essential for organisations
intending to involve volunteers; it underpins effective
volunteer management. A volunteer policy will help to:

clarify volunteer roles and responsibilities

establish values, beliefs and direction for volunteer
involvement

strengthen good relationships within the team

ensure continuity over time and from staff to
staff

formalise current practice

What are policies and procedures?

A volunteer policy
states your position
and/or your belief about something. It gives direction and
guidelines for making decisions. Policies tell people
what
to do. For example, you should have a
policy
on volunteer expenses which clearly
states under what circumstances volunteers will be eligible to
make a claim.

A volunteer procedure describes the steps and sequence of activities that support a policy. Procedures tell people
how
to do it. For example, your expenses
procedure
will tell your volunteers how they apply for expenses and how much they can claim.

Getting started

It's common to feel a bit overwhelmed by policy-making so
here are some tips to keep the task manageable:

Remember that policies are often about writing down
what you are already doing

Policies don't have to be complicated. In fact, the
more straight-forward the better

Individual policies can be written over a period of
time

Prioritise according to which policy is most
needed

Don't reinvent the wheel: if there are similar
organisations with established policies and procedures see
if you can get a copy.

Think creatively about how the task can be achieved. One
possible option would be to delegate the task, or parts of it,
to a small group. If your organisation already has volunteers,
involve them in the process too.

Ask existing volunteers would any of them like to be
involved in a new challenge
or
Recruit a volunteer with knowledge and expertise to help
draft the document.

What should be included?

The volunteer policy should reflect what your volunteers and
organisation need. When making a list of what to include, think
about the order in which the policies should be written. Start
with the policies which you need most and don't avoid the more
contentious ones.

Policies should be written in the present tense, using clear
and concise language.

Below is an example of what an expenses policy might
include.

Expenses Policy

The cost of volunteering should never be allowed to
discourage volunteering. Volunteers will be reimbursed for out
of pocket expenses incurred directly as a result of their
volunteering activity.

Expenses include

public transport to and from the service: up to a
maximum of €5 per day or the cost of disc parking for
the hours worked

mileage allowance for travel agreed in advance with the
manager

lunch allowance of €5 if working over 4 hours

exceptional costs agreed in advance with the
manager

specialist protective clothing or other essential
equipment

car insurance

The procedure follows the policy:

Procedures for claiming
expenses

costs can only be reimbursed for receipts
submitted

volunteers must submit an expenses form to the manager
for approval

expenses must be submitted within one month of being
accrued

expenses will be reimbursed within 10 working days of
being submitted

Introducing new policies and procedures to existing
volunteers

While most volunteers will welcome having policies and
procedures in place, you may find resistance from some
volunteers. They may see their introduction as threatening or
unnecessary, too formal, contrary to the spirit of volunteering
or too closely resembling a paid work situation. If volunteers
have concerns you need to acknowledge them and look at how you
can promote the positive aspects of having a volunteer policy
and minimise the concerns of volunteers.

Keep in Mind

The introduction of policies and procedures will make
the volunteer programme better for everyone.

Change can be hard to implement. Make sure you promote
the positive aspects of having policies and
procedures.

Policies and procedures are often written in response
to unforeseen problems. Avoid this by being ready.

Involve the team in drafting policies. Set up a working
group or involve people on an interest basis.

Start by introducing a policy which the team will
welcome.

Be firm that everyone will have to follow policies and
procedures that are agreed.

Accept that the introduction of more formal volunteer
management may result in volunteers leaving.

Further information sources

Ask other volunteer involving
organisations for a copy of their Volunteer Policies &
Procedures

Volunteer Development Agency (2001) As good as they give:
planning volunteer involvement, Volunteer Development Agency:
Belfast, Northern Ireland